Chart of Accounts Import Guide

General Import Template File Notes

• Template files are typically generated from their respective Import screen using an 'Export Template' button.
• Using the 'Export Template' button from an updated system will help ensure that you are using the most up-to-date import file, and will help avoid errors.
• Templates generally (but not in all cases) contain 3 rows of header information.
  • The first row is generally labelled with f1 through f## and is used to give a consistent column id to each data column. Do not remove this row unless instructed.
  • The second row is labelled with the column data/field name. The values in this row are used for the file mapping screen. Editing these values is generally not needed and may make the field mapping process difficult.
  • The third row (if present) is labelled either with the same values from row 2, or with more detailed field descriptions. The third row is available to create a customer-friendly name for the associated data column.
    • The third row should be removed from the source file prior to importing. It will cause errors since it will be treated as the first import record on the file.
• Import files MUST always be saved as 'Microsoft Excel 5.0/95 Workbook (*.xls)' format until further notice. The import screens will generate errors if the file type is not correct.

• It is a good idea to perform a Mapping Table Import using a current source list before beginning on any imports. Without a current mapping table, the quality of imports can be compromised. The Mapping Table Import only needs to be run once on a newly set up Adjutant system. It does not need to be run before each import.
  • Export a current list from the Mapping Table Import screen from an updated system (or contact your Implementation Consultant for an updated file).
  • Perform a Mapping Table Import on the target system with the XLS file from the step above.

Chart of Accounts Import Notes

The Chart of Accounts Import does not have an Export Template option. You can find a copy of the Chart of Accounts Import Template in the ABIS FTP site in \Implementation Files\Import Templates.

The Chart of Accounts Import does not use the f1-f999 row and has the data field names in row 1. The import routine starts importing records on row 2 of the XLS file.

Timing and Preparation

There are three Rule Maintenance records that must be set up for the Notes application and these should be reviewed before attempting any Notes imports.

• Note Description Types (NOTETYPE)
• Note Priority (NOTEPRIORITY)
• Note Status Codes (NOTESTATUS)

Notes should be linked to Organization records using the CustNo field in the template. Organization records should be imported prior to Notes so that they can be properly linked.

Notes can also be linked to Projects, Project Opportunities, and Service Orders using the associated data fields in the import file.

General Notes

The Note1 through Note4 data fields in the XLS file will be joined together to create a single note. This structure is to bypass the Microsoft Excel 255 character limit for each cell. If you are importing notes larger than 255 characters, each note will need to be separated into 255 character chunks and placed into the Note1 through Note4 fields. This sets the maximum note size for import to 1020 characters.

Notes larger than 1020 characters will have to be broken up into multiple note entries.

Chart of Accounts Import File Data Scrubbing

Confirm that all GL accounts are formatted with the proper GL mask.

Make sure that the Active field is complete (either a Y or N) for all GL accounts.

Work with the customer to clean up and standardize as many descriptions as possible. This is an excellent opportunity to consider standardizing the description format for the chart of accounts to make reports look better, and to make account searches easier.

Make note of any GL account number changes made during the chart of accounts import. The same changes will need to be made for any other GL-related imports, such as balances, budgets, and possibly GL account values on other accounting-related imports like AR Invoices, AP Invoices, and so on.

Chart of Accounts Import Screen (IMPORTGL)

Menu Location: Transaction>>Importers/Exporters>>Accounting>>Chart of Accounts Import

File Name/Browse: Use the Browse button to locate and select the completed Chart of Accounts import template file (in XLS format)

Map Fields: Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping. Repeat for any red lines on the left that should be mapped. If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.

Chart of Accounts Import File Definitions

Required fields are indicated with *

*Active - Enter Y to mark the GL account active. Enter N to import an inactive account. If this field is left blank, the GL account will not import.

*GLAcct - GL account number. GL Account must match the GL Mask formatting established in CID Maintenance, or it will cause a validation error during import.

GLDesc - GL description. Maximum 110 characters.

GLSDesc - GL short description. Maximum 25 characters. The short description is available for use on custom reports.

GLType - GL account type code, as defined in the GL Types and Ranges screen.

PostJE - Enter Y to set the GL account Allow Manual Posting field. Enter N to disallow use of this account in Manual Journal Entry.

Chart of Accounts Import Reconciliation

Reconciling imported data should begin with spot-checking several records field-by-field for complete data import. Pick records from the source file that have the most data columns filled in. Verify that all source file data fields imported correctly and display as expected.

Perform a SQL query on the GLACCT table and confirm that the number of records matches the expected number of imported accounts.

Verify that the GL Account Maintenance Balances tab shows all of the current and next year fiscal periods in the grid.

Run the Chart of Accounts Report and verify that imported accounts show up correctly.

Chart of Account Import Additional Steps

Review the GL Types and Ranges screen settings to make sure the ranges include every imported GL account. Use the Update GL button after completing the import to update the GL Account Type on all imported accounts.

Chart of Accounts Import Database Tables

Importing GL account records can affect the following databases:

GLACCT - Each imported GL account is assigned a unique KEYNO value tied to the GLACCT value, which should also be unique.

GLBALS - Each imported GL account also creates 24 entries in the GLBALS table - one for each fiscal period in the current year, and the following year. Each fiscal period month is assigned a unique KEYNO and links to the GLACCT table using the GLACNT field value.